PBX V600 Manual.doc

Billing Software system

Contents Chap 1 Summary Welcome to use PBX billing software system, this system based on the PBX, it’s not only the function of basic type PBX for PC, but also some important function at present. The system including real time monitoring, PBX data setting, billing setting, charges inquiring, interface setting, hotel management, recording and using help, and PBX data setting including system data, extension data and trunks data setting. All the setting can be effective when power on, not need power off. This software can support the PBX of CP832, TP832, TP1696, TP1696B, TP16120 and TP16128 series.

Chap 2 Install Software 1. PC Configuration Request 1)

Windows 2000 above system (such as Windows2000, 2003,Windows xp, Windows Vista, Windows 7);

2)

Hard disk free space should be more than 100M;

3)

Displayer resolution should be 1024x768 at least (suggest 1400×900);

2. Installation Steps 1)

Close other application program to avoid the system conflict or resource shortage;

2)

Put the CD installation disk into CD-ROM;

3)

In “my computer”, choose disk driver to open it and then double click “PBX-V600.EXE” to install the software;

4)

Installation finished, restart the computer.

3. Connect PBX 1)

Insure PBX already switched on and works well (power should be good ground wire);

2)

Insure all the junction lines contact well and connect with the PC interface and computer serial interface of PBX correctly;

3)

Insure all the junction lines routing not same as other high magnetic field interference resource, such as power supply wire, etc.

4. Login into System Method one: 1)

Click “start” of the computer;

2)

Open the “program” list;

3)

Choose" PBX-V600";

4)

Click "PBX-V600" to login into the system.

Method two: Double click ”PBX-V600” on the desk of computer.

Chap 3 Instructions 1. Main Form 1

Billing Software system Connected with PBX, the main form as below (example for TP16128)

Outgoing call display screen and coming call display screen will display the recently records, if full screen and it will be displayed cycled (full screen display 100 pieces billing list). The first line which including “@” is the newest record.

As above diagram, click outgoing call number and can add the number into phone book; click incoming call and can add the number into phone book. Port status diagram: display the present status of trunk lines and extensions by real time.

Extension State: Hook On Hook Off Alarm Clock

Trunk State:

Idle

None

2. Login 2

Incoming Outgoing

Billing Software system Communicated well, the second term of status bar will display “status normal”, click “login” menu, and then input user and password to login into the system. When login into the system, the menu will be status available, and also can change the login password in this window. Note: If use this software at first time, please refer the example 1 of the fourth part of this user manual.

3. System Settings Note: if some introductions don’t mentioned or don’t say more details, please refer the user manual of PBX.

3.1 Serial Settings Click “serial settings” and then choose the serial number which can be used on your computer, baud rate choose “4800”.

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Billing Software system 3.2 Bill Forwarding

Bill forwarding including network and serial forwarding, please refer the file “bill forwarding” in the disk for the details. Network forwarding setting: input remote IP and remote port, remote port is the monitor port of the connected computer. Click “connect” to see if the network linked well, if correct and then will display “network connect successfully”; if wrong and then will display “network connect failure”. If power failure, the network should be connected again.

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Serial forwarding setting: choose the serial number, default baud rate is 4800, it also can be set freely. This setting can be saved when power failure, not set again when power on.

3.3 PBX Parameters

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If want to change all or part extensions setting, please choose bulk operation and then change the data which you want. According to physics inquiry or flexible code, can find the extension fast which you want to set.

3.3.1 Extension-Flexible Extension Number

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3.3.2 Extension-Dialing-out Mode

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3.3.3 Extension –Class Assignment For Certain Extension

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3.3.4 Extension –Calling Duration Restriction

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3.3.5 Extension –Assign Extension Outgoing to Certain C.O.Line

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3.3.6 Extension –Call forwarding when Extension is busy or nobody available

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3.3.7 Extension –Hot Line

3.3.8 Extension –IP DiaI

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3.3.9 Extension –Extension Group

3.3.10 Trunk-Work Mode

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3.3.11 Trunk-Type

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3.3.12 Trunk-Outgoing Code

3.3.13 Trunk-Answering call

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3.3.14 Trunk-Enable/Disable C.O.Lines

3.3.15 Trunk-Link Number Function Link number function: it is active after clicking “start”. This function allows a new number to link 1-16 CO line number (the number is assigned by local telecom provider). The user only need to public a telephone 16

Billing Software system number, then the caller can reach you by any of the number. For example, CO line 1 is used, and the system will automatically switch to next CO line. It has the advantage of easy memory, avoidance of busy line and business development. But need apply CO line transfer from local telecom provider and it should be assured this function is workable. The publicized number can be set by “Main point”. “Quick” and “Ordinary” means quick linking and ordinary linking.

3.3.16 Trunk-LCR

Route function: refers to phone routing function setting. It becomes active after clicking before “start route mode”. Other parameters can be set after that. Otherwise other parameter setting is frozen. First of all, please select the model to execute this function. There are two models: “Manual” refers to the system will select the route according to the outgoing access-code; “Auto” means the system will select the least-cost routing according to the routing numbers which is set in the system. (The user don't have to dial any special access-code, the system will select routing intelligently). If there is special trunk, it is recommended use “Auto”. Below is the introduction for other parameters setting. Forbid special Trunk dialing-out: refers to forbid using special trunk line. Forbid: refers to forbid using normal trunk line. 17

Billing Software system Use ordinary Trunk while all special trunks busy: means normal trunk is available when special trunk is busy. Special Trunk out No.: means in “Manual” mode, special trunk can be set freely. It is better not to have the same number as normal trunk. Auto Route Rule: means auto routing initial number setting rules. This setting realizes the initial number that the system automatically uses the special trunk line. Show above are “0”, “00” and “133”. That means when the number starting with these three numbers were dialed, the system will automatically use the special trunk. Detail example please refer example 3.

3.3.17 Trunk-IP Function When the extension make an outward call, then the system will add IP prefix number automatically before dialing telephone. Detail example please refer example 3.

3.3.18 System-System Parameters One

Adjust time: If PBX didn’t show the correct time, click the button, time will be corrected immediately. day-night service: there are 3 sub-frames “Now status”, “day-night service switch”, “Auto duty time”. When setting is “Manual”, the setting for auto-attendant is not effective. When setting is “Auto”, it has to set

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Billing Software system the time for auto-attendant as “Day available” or “Night available”. If choose both setting, then it will be autoattendant in day and night time. “Day startTime” and “Day endTime” should be set in advance. OGM: “Two OGM” There are 2 OGM in the PBX system, you can select one or two to work, only after selected one or two for working, then you can set the details “OGM mode”, otherwise, the follows setting will be ineffective. Weekend mode setting: you can set a certain day’s working status: working mode or weekend mode. Which is corresponding to a different operating mode of PBX? Automatic Attendant, CO call: allows all the C.O. lines in Auto-attendant Mode (DISA --Direct Inward System Access status). In this mode, Caller will hear the OGM recorded message, while all extensions are in MUTE mode Internal send mode: it means caller ID display mode. Receive mode: The PBX can auto select C.O. line CID mode. Sometimes if system can’t display CID correctly and you know the CID mode, you can set CID mode compulsively. EXT Group call mode: “Team meeting” when Extension groups are in meeting mode; If one extension call one extension group, the members in this group will ring at the same time, each extension can pick up the handset and talk with the caller, while the other extension keep ringing . This function is also a conference function; “Normal call” when Extension groups are in normal calling mode; If call one extension group, the members in this group will ring at the same time, each extension can pick up the handset and talk with the sender, if someone pick up the handset, the other extension will stop ring. Trunk working assignment: in order to avoid to use the same CO line, you can set “sequence”; for some special case, you can choose “Average”. “Sequence” means system will start to choose CO line from small number. For example, there are four CO lines. When dialing out, if CO line 1 is occupied, the system will switch to CO line 2. At the same time, another request to dial-out comes, system will automatically switch to CO line 3, if CO line 1 is not occupied, the system will automatically switch to CO line 1. “Average” means the CO lines will be used evenly. PBX type: shows the model number you are using. 1st Operator: click the option frame beside the first operator, you can manually input the number, or select number from the frame. 2nd operator setting is the same. Flash Time: the time to pat the hook. ChargeDelay: five is set in the above picture, that means start to charge after 5 seconds. Internal call, Ringing times: “Urgency” While the CO line coming in, and all the ringing extensions assigned to CO line is busy , the system will send waiting call beep to the ringing extensions for every five seconds, these extensions is assigned to the CO line. “Queue” While the CO line coming in, and all the ringing extensions assigned to CO line is busy, instead of sending the waiting call beep, the system will find the first idle extension begin from Ext. 601 to Ext. 696 in sequence then ringing it. CO. hold times: the time to hold the CO line when the CO is busy. No answer, Transfer time: this time must be more than no answer ringing time. 19

Billing Software system Lock time: the closing time for the locker. Automated Attendant, Transfer: default setting is 25 seconds; this time means the ringing time if the extension not set transfer. this time must be more than no answer ringing time. Hot line, Hold time: the time is for waiting when the hotline coming. Internal CID add: if click this function, need to add two-digit number in the following text frame, then the incoming call number will be automatically added that two-digit number. This function outcome the weakness of some phones which only show five-digit number or above. Quick Transfer: it means the key phone DSS if have the function of dialing the extension directly and transfer function. Call Forwarding Settings reserved when Power Failure: If you doesn’t make this setting, Even you already set the function of “CALL forwarding”, the function will be ineffective after power failure. And if you make this setting, the function setting will remain effective after the power failure. Indicating Tone for No available or busy: when you make this setting; the extension which has setting the function of “Call Forwarding” will send the special indication Tone after it be pick up. Otherwise the extension will send normal dialing tone. KeyPhone can be monitored: if the exchange connect with key phone, the system can monitor the key phone. Ring back while no answer: the call will/not go back to the previous extension when CO line is transferred and no one pick up the phone. means it will go back to the previous extension. All switch while EXT. busy: means the extension is/not allowed to transfer when CO line is transferred and the extension is busy. Call operator quickly: default is 0 to connect operator. Ringing delay: ring will/not delay when call comes in. Open Lock-Function: this function concern with the hotel manage, if opening this function, the extension can not dial outgoing call when the extension’s charge fee less than the least limited amount.

3.3.19 System-Number Settings

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Restrict No. of Group A: click “Add”, the input window will show. For example, “1790” is input in the below picture. After clicking “OK”, “1790” will be shown in text frame of “Restrict No. of Group A”. After successfully set, the CO line which uses Dial-out Class 4 (Please refer to Class Assignment setting in user’s manual) will not allow to dial the number start with “1790”. If you want to delete the initial number, please click the number and “Del”. For “Restrict No. of Group B” and “Only Permit NO.”, it is same as “Restrict No. of Group A”.

3.3.20 Other

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In this window, you can set up the personal grade and so on. Personal grade: means personal password. Door Phone: refers to the four door phones, “DoorPhone1” to “DoorPhone4” used with PBX. In the above picture shows door phone is unused. If it is used, the door phone can be assigned a number. “Ring Ext” means the ringing extension when door phone rings. The maximum ringing extension is 8. AutoDial: the fast dialing operator allows the extension dial the operator fast. 3.3.21 Database backup, repair and initialization process After changed all the data for PBX, backup the data to hard disk in time; if some errors occurred, repair the data is ok. “Option BK” and “Option RP” can write the backup file name freely and select the certain period backup file to repair. If used telephone to change the data, and then use bill software to change data, should refetch the PBX data firstly. Renew PBX data, different PBXs of same model can be synchronism for the data.

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3.3.22 Change password Change system programming password. To change the log-in password of the billing system, please check below.

3.4 PBX Soft Reset Click “reset PBX” to restart the PBX.

4. Charge Parameters

4.1 Rate Parameters Detail example please refer example 4.

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Rate scheme includes: local net basic, local basic, DDD basic, IDD basic, IP etc. You can add, delete or update, rename as required. Parameter settings include: start duration, start price, charging interval (meaning the time interval after start) and the charging rate. Unit of timing is ‘Second’, charging unit is ‘cent’. When update, rename and delete, please use your mouse to select the rate scheme firstly. For example, ‘Local Net Basic Price’ is selected in the above window. (Note: you can just delete rate schemes except the ‘Local Net Basic Price’) When add new rate schemes, you cannot use the same name already existed in the list.

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You can add or delete the favorable schemes as your wish. Similarly, you cannot use same name. Before deleting a favorable scheme, you need use your mouse to select the name of the scheme. Each favorable scheme can be included more than one sub categories (currently maximum is 10), displayed in the right panel of the window. Currently, it only support daily favorable scheme, the weekly, monthly and yearly or one-off favorable scheme setting is disabled. For daily favorable scheme, you need only define the start time of the favorable scheme (hh:mm:ss) and the end time. For favorable schemes spanning over two or more days, for example, from 10pm till 7am, you need to break it down to two sections, as shown in the following window. The charge rate can be in form of discount or special, If discount, the rate shown as decimal, for instance, 60% discount shown as 0.6; if special, the rate shown as integer, in unit of ‘cent’. Each sub category can be deleted or updated individually. Before delete or update you must first select the corresponding item.

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DDD: Direct Distance Dialing; IDD: International Direct Dial; special call: local special number charge; Internet: internet communication cost. For each dialing head, you can define its corresponding rate scheme, add-on charge, privilege rate, dial type, service charge and brief explanation. Among which the dialing head cannot duplicate, if service charge is less than 1, it means the charge is on discount of the total toll, e.g. 0.1 means service charge is 10% of the toll; if service charge is more than 1, it means fixed service charge on all calls, unit is ‘cent’, e.g. 200 indicates $2 service charge for each call. Add-on charge suits IP phone call etc, because in addition to corresponding basic rate you need to add onto it the Local Net Basic rate. You can add new dialing head against your local situation, for example, local area code. You can also update or delete the current selected dialing head. Before updating or deleting, you need select the corresponding dialing head. The dial type is determined by its length of digits, for example, 0085212345678 is recognized as IDD instead of DDD

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You can set the Display time and Delay of each Dialing type in this window. You need select the Dialing type prior to settings. Change BackColor: Change the color of the frame. Change ForeColor: Change the color of the text. Change Delay: Change the delay time of the dialing type, unit is ‘second’. You will see the effect of your settings, but not yet saved. If you want to save the settings, click “Apply Change” (Note: Setting save will only work on the selected dialing type. You will have to save separately for each dialing type) When changing the color settings, a color palette will popup for you to choose from.

Drag the arrow to adjust lightness

Color been selected.

After choosing a color, click “OK” to apply. Or otherwise, click “cancel”.

4.2 Other

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If you choose “Filter duplicated Record”, the system will search through the database to prevent duplicate on receiving a new bill. If duplicate is found, the new bill will be ignored. Only when no duplicate found, the new bill is inserted into database. Due to that this function will slow down the system to process bills, it is recommended to check box only when retrieving the bills, and uncheck this option when finishing the retrieving. If uncheck the “Total talk time include delay”, even though you have defined delay time in Dialing Type Setting, the delay time will not be counted into total talk time, i.e. delay time is not charged. “Enable prompt CID”，will be have prompt dialog box when there is incoming call. “Counts of record” display present 1696 series most storage 1696 pieces bill list. The above three settings will be effect promptly.

4.3 Clear PBX Bills Clear all of the bills for the current PBX system.

5. Bill Query

5.1 Outgoing Query

Click “Preview” and will be occurred below sheet, this can be saved into computer and also connect with printer to print the bill list.

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Click “Query” to check the details for all the extensions’ outgoing call within the certain period time.

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Billing Software system Click “Print” to print the bill list in the computer hard disk.

Delete Record: delete a time-period’s call bills which are stored on the computer hard disk, then delete the call bills of a long history, saved in hard disk space.

Fetch Record: Enter the correct number of Fetch, click the “Fetch”, and follow the instructions, then can fetch the call bills from the PABX machine.

5.2 Incoming Query

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Above diagram display all the incoming call from 2010-6-1 to 2010-6-28, including all, received calls and missed calls.

6. Management

6.1 Hotel Management First login, the initial status is free room, if want to use this function, should click “open hotel function”, this set can be saved when power off. After set, the opened room can be charged. Hotel management as following functions: 1)

Room NO. Edit

2)

Deposit

3)

Query

4)

Open a hotel room 31

Billing Software system 5)

Additional funds

6)

Check

7)

Alarm Instruction of each function:

1)

Room NO. Edit:

The initial Numbers are same as the physical extension numbers. The user can modify as needed for the corresponding room number, for example, such as ch888 to name his favorable room number.

2)

Deposit:

Deposit function is the minimum amount required to set, if you set the minimum amount of 1.00, then when the remaining amount is less than 1.00, the status shows arrearage, then the extension of arrears will not be able to call-out, only after the users pay the arrears, then the extension can be used again, when the user is in arrearage status, he can call the operator, to facilitate the customer to contact Front-Desk timely. 3)

Query: You can choose a room, a client, an extension to check the current information.

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Billing Software system 4)

Open a hotel room:

Select room number, fill in user name, a deposit if we do not fill, there is no deposit to facilitate the opening of the room, the following graph;

5)

Additional funds:

If the Function of Call-switch has been opened by the hotel, your extension in arrears, and will automatically be stopped, and your extension will allow to use after you pay a certain amount of additional funds. 6)

Check-out:

When guest want to check-out, just click “Pay”, the system will pop-up the payment details. After Payment settled, the room returns to the initial setting value. (NO guest, the cost of zero, room for availability)

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7)

Alarm

In alarm setting window, can set the alarm time of certain extension (also can set all or cancel all). The system will prompt “operation succeed” when finished the setting. The PBX alarm will be effective by single time,

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Billing Software system if need the alarm time on each day, should set it each day by manual. Finished alarm will be displayed by red color, and the port status diagram of main interface also will display the alarm status.

6.2 Record Management

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Billing Software system Recording system main functions: A. recording system can be achieved independent recording audio via the computer B. recording system can record manual or automatically for a certain CO line or extension of PBX, after the recording, it can be saved (after automatic recording, it can automatically saved in the system folder; do not need to manually save). C. the recording system can also download the voice file of Auto-attend to the system OGM chip, adjust Volume : The right Drop of the player can be driven up and down to adjust the volume size, "0" for the quiet, Driving down, the greater the volume. When recording in operation, please adjust the suitable volume at first, and then proceed. A. Instruction for an independent audio recording: 1. Recording system to achieve an ordinary MP3 player features: Click "Open" button, select the need file, you can play mp3 and wav format music files. 2. Recording system to achieve an independent recording feature: Connected the microphone to the computer's audio input port, click the "record" button, you can record hundreds of hours messages. After the recording, you can save it. B. digital recording for OGM This function can transmitted the recorded voice files to the OGM chip of PBX, There are 2 OGM chips in the PBX’s CPU Board, each of the OGM chip can be divided into 3 paragraphs. YOU can make the voice files in the computer, and then download the voice files to the whole, the first paragraph, second paragraph, third paragraph accordingly. Recording time reference to the PBX manual of the instruction of OGM. C. Recording the calls communication of PBX 1. Manual recording Select a certain CO line or an extension to make a manual recording 2. Automatic recording First of all, in the TRU (CO Line) and the EXT. column, select the line and extension for automatic recording, (Click the corresponding pane directly), and then Select option of “automatic recording function " under The “Record Set”, as per the above-graph, if want to automatic-record all the calls of Extension 801, also the recording files will be automatically saved after finished the calls, to open automatically recording studio. The top of the blank portion of “Digital Recording” OGM shows the path saved, click play to facilitate monitoring.

3. Monitor Select the calls record file of a time period, a certain c.o. line or a certain extension, click “query”, monitor window will show the information of the required file and time. Select any files, Click "play" to monitor

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6.3 Extension Subscriber

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Here can manage user’s extension, department, AutoCode (authorization code), and so on. If no authorization code, there will shows 0. Authorization code is the serial number of the privacy password, for example: 99 privacy password’s authorization code is 99. For user’s info, it can be added, deleted or updated. Please note, registered user’s Employee No. is not allowed to rename. Click the corresponding user’s info before deleting or updating.

6.4 Phone Book

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Phone book function: store user and phone information, etc. Query: query by name or phone number, also can be fuzzy query; for example, input 1 and can see all the numbers by initial number 1.

7 Help

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Chap 4 Example Example 1: First time using (necessary) First step: after installed the software, connect with the PBX and computer by serial wire. Second step: open the software, when the status bar display normal status, click “help”-“activation” (as diagram)

Third step: according serial number, input the activation code; the default serial number is 16 pieces F and activation code is 6767676734343434. Click “ok” and then system will prompt “activation succeed”, and then can use the software. If lost the activation code, please contact with services and then can check it. Fourth step: login into the system, input the password and then go ahead other operations; 001 operator default password is admin; 002 and 003 operator default password is 1234.

Example 2: PBX parameters revised. Set the physical number 1 extension into operator 2 and extension number 6666; set the physical number 2 extension into operator 1 and extension number 8888. Other extension number initial by 8, operator can dial out when off-hook directly and no restriction for dialing out; other extensions should dial 0 and then can dial out, and just can dial local call; there are 6 trunk lines and connected with first to sixth C.O. line ports, all are the normal trunks, it’s in auto-operator attendant mode. First step: after example 1, click PBX parameters and then set extensions parameters.

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Second step: set the extension number Select “Bulk operation”

Double click the line of “Flexible number” and input 8001 into textbox, click “OK” and then all the extensions have changed into the number initial by 8.

PD NO.1 set the flexible number into 6666 (here can set it same as above step, PD NO. choose 1 to 1 is ok, not need cancel “bulk operation”). And then set PD NO.2 flexible number into 8888.

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Third step: set dial-out mode As request, set PD NO.1 and 2 are direct dial-out, and others are indirect dial-out.

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Fourth step: set extensions class, day and night same class. As request, set PD NO.1 and 2 are “1-free”, and others are “3-restrict DDD”

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Fifth step: finished all the extensions setting and then save the parameters, and the system will be restarted again.

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Billing Software system Sixth step: set operator Click “system parameter” and into the setting textbox.

Double click number 2 and 3 to set operator, input 8888 and then click blank place to confirm.

Seventh step: saved and then click trunk to set.

Eighth step: set all trunks are auto-attendant mode.

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Ninth step: set all the trunks are normal trunk.

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Tenth step: set dial-out number.

Eleventh step: set C.O. lines status, and close the C.O. line port which not be used; if the PBX has the function of C.O. line detection automatically, not need set this step.

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Twelfth step: saved and log out.

Example 3: Auto-IP dialing setting There are 16 trunks, 8 trunks are normal trunk for local call and other 8 trunks are special trunk for long distance call. All the extensions use IP17909 for local call and IP17951 for long distance call.

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Billing Software system First step: set 8 trunks are normal and other 8 trunks are special.

Second step: set auto route function to carry out the normal trunks for local call and special trunks for long distance call.

Third step: set IP.

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Fourth step: saved and login into “extensions parameters”, set the extensions which can be auto IP dialing function.

Fifth step: saved and log out.

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Example 4: Charge rate setting IP17951 local call charge rate: first 180 seconds price is 22 cents, and then each 60 seconds price is 10 cents; domestic long distance call charge rate: first 180 seconds price is 29 cents, and then each 60 seconds price is 13 cents. First step: into rate parameters.

Second step: click “charge rate” into setting interface. If the charge rate list no local call IP, should click “add” to add IP.

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Added the charge rate, and then input the parameters, and then click ”update” to confirm.

And then set domestic long distance call price, click “direct distance dialing” to set the parameters, and then click “update” to confirm.

Third step: set dial initial number.

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As above diagram, local call no IP initial number, domestic long distance call have IP initial number, so just add local IP initial number 17951.

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Example 5: Download OGM There are three paragraphs audio file, need download into PBX from computer. First step: check all the connections if correct, and then connect PBX(music) with computer (earphone) by audio wire. Second step: login “PBX parameters-system parameters”, in OGM settings to set three segments OGM mode.

Third step: open “Management”-“Record Management”

Fourth step: operate it as following order, the system will be soft-reset automatically when recorded over, and then you can play the music if it’s satisfied (such as should length and volume), if not satisfied and then can operate it again.

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PBX V600 Manual.doc

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